Managing conditional notifications for registers and forms in Assurance

is this article for?
Administrators who want guidance on creating, editing, and deleting conditional notifications for registers and forms in Assurance.

Administration access is required.

Assurance has the capability to send conditional notifications for registers and forms, so you do not have to manually notify people in your organisation when there is something they need to know.

This article will walk you through how to create and configure conditional notifications.

System notifications versus conditional notifications
By default, Assurance notifies the responsible person and approvers about form updates. For public links form, various notifications can also be configured for the submitters. Conditional notifications discussed in the article are used to inform users not directly involved in day-to-day management of the form but who may need to be notified when certain conditions are met.

1. Accessing notifications

To access notifications for a register template:

Select Administration (Cog icon) in the top menu.
Select the Registers and Forms Templates button.
Locate the template you wish to set up a conditional notification for.
You can use the Search functionality to quickly locate the register template.
Once you have located the Register Template, select its Name.
Switch to the Notifications tab.

Select +New Notification to create a new entry.
Alternatively, you can choose an existing notification by selecting the Title of the notification to amend an existing conditional notification, including users.

You can also directly edit notified persons by selecting '# People' under the Notified Persons column on the right.

2. Adding users as notified persons

To add users to be notified:

Select Administration (Cog icon) in the top menu.
Select the Registers and Forms Templates button.
Locate the template you wish to set up a conditional notification for.
You can use the Search functionality to quickly locate the register template.
Once you have located the template, select its Name.
Switch to the Notifications tab.

Select # People.

Select +User to be Notified.

Start typing the name of the user.
Their name should appear in the dropdown menu.
Select their name as it appears in the dropdown menu.

Repeat the last two steps for as many users as you would like to add as notified persons for this notification.
Select Add Users.

3. Creating a new conditional notification

By default, a new form notification is included with each register to get you started. Use this notification to inform users besides the person responsible and approver that a new form has been created in the register. Submitter notifications can be configured via the public link tab.

To create a new conditional notification:

Select Administration (Cog icon) in the top menu.
Select the Registers and Forms Templates button.
Locate the template you wish to set up a conditional notification for.
You can use the Search functionality to quickly locate the register template.
Once you have located the Register Template, select its Name.
Switch to the Notifications tab.

Select + New Notification.

Enter the Title of your new notification.

Select Create.

This will take you to the Conditions screen, continue through the next section of this guide to learn how to set up conditions.

4. Setting up conditions

4.1. Condition options

By default, conditional notifications are sent via an email notification.

If you have the relevant administration setting switched on, you can select from other notification types, including SMS or message.

If you select Message, you can create a notification with a customised message in the body of the notification which will send directly to your Microsoft Teams or Slack channel.

If you select Email, it will send a standard notification to email address.

Under the Conditions tab, you can set the send conditions.

The options for Send Notification as are:

Immediate Email (each time the condition is met)
Batch Email (this email will deliver overnight and if there are multiple notifications, they will all come through in the one email)

For immediate emails, there is also a checkbox option to Attach PDF. This will be a copy of the submission. The Form does not require an active public link for the notification to send.

The options for Send Conditions are:

On Creation - Triggered when a form is created with the specified conditions.
On Update - Triggered once only when a form is first updated with the specified conditions.
On Close - Triggered when a form is closed with the specified conditions.
On Stage move to - Triggered when the stage of a form is changed. You will be required to select what stage this notification applies to.

Next, you will need to select what conditions need to be met in the Form for this notification to trigger.

4.2. Condition types

Conditions are split into two parts:

Meets ALL of the following Conditions - Notification will need to meet all these conditions to be triggered.
Meets ANY of the following Conditions - Notification will need to meet at least one of any of these conditions to be triggered.

Taken together, the notification will be triggered when the All conditions, at least one of the Any conditions are met.

Refer to our article on understanding Conditions for more information about building a condition.

5. Customising notifications

Select your notification type below for steps on how to set it up.

5.1. Customising message

If you have selected Email, you can customise the body of the message.

To customise the message:

Scroll down to the bottom of the Conditions screen.
Enter the Email Subject.
This will be prepopulated with the name of the notification, but you can change it at any time.

Tick the box next to Introduction.
Enter the introduction of your email in the blank space provided.

Tick the box next to Selected Fields.
Select the blank space beneath Selected Fields.
This will reveal a dropdown menu with fields for you to select from.

Tick the box next to Conditions.
Select Update.

5.2. Previewing message

To preview your message:

Scroll down to the bottom of the Conditions screen.
Select the Preview Email button in the top right.

This should reveal a screen with a preview of the email.

If you select table fields in the selected fields, then the email will only contain values from the first row.

5.3. Enabling publicly downloadable attachments

Administrators can tick the Publicly Downloadable Attachments checkbox, which will allow anyone who is in possession of the selected PDF (i.e. if they have been forwarded a copy of the PDF) to download attachment links within the PDF file for 10 days from when the email was sent.

If the box is not ticked, only a user with Access Rights will be able to download the attachments.

5.1. Customising message

If you have selected Message, you can

From the Message Integration dropdown, you can select Teams or Slack, depending on your setup.

You will need to complete the following fields:

Message: The content of the message that will be sent.
Message Integration: The integration channel that the message will be sent to. This could be either a Slack or MS Teams integration that will have previously been set up.

Select the Update button to update the message.

6. Deactivating notifications

To deactivate a notification:

Open the desired conditional notification from the main Notifications list screen.
Select Deactivate.

The conditional notification will no longer be triggered when the conditions are met. A deactivated conditional notification may be reactivated in the future if required.

7. Deleting notifications

To delete a notification:

Open the desired conditional notification from the main Notifications list screen.
Select Delete Permanently.

The conditional notification will no longer be present on the register template.

1. Accessing notifications

2. Adding users as notified persons

3. Creating a new conditional notification